Your To-Do List Isn’t the Problem (It’s How You Manage It)

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Table of Contents

Podcast Description

Do you find yourself staring at an overwhelming to-do list, feeling like you’re always behind no matter how hard you try? What if I told you that your to-do list isn’t the problem?

Overwhelm doesn’t come from the number of tasks you have. It comes from how you organize and manage those tasks.

In this episode, I’m sharing practical strategies on how to organize and manage a lot of tasks effectively, so you can stay on top of your business without burning out, especially as an online entrepreneur.

Links Referenced in Episode:

▶ Taskflow Magic

▶ Weekly Planning in Trello

▶ Episode 98: 5 Ways to Get More Done By Doing Less

Connect with me:

Website | Instagram

Episode Transcript

(Note: This is a formatted AI-generated transcript to make it easier for you to read through, but is not an optimized blog post. Please excuse any spelling or grammar errors and filler words – it’s just how I speak LOL)

Episode Intro

Hey, I’m Lucy Reyes, your host of the Cheerful Productive Chats Podcast, where I’m on a mission to help online entrepreneurs like you focus on all the right things and kiss overwhelm goodbye. Here, you’re going to learn strategies that will boost your productivity so you can scale your online business and impact lives sooner. It’s your time to shine, so let’s get started!

Hey, hey! Welcome back to the Cheerful Productive Chats Podcast. I’m excited about this episode because I feel like things are going to get a little spicy! We’re going to get real, and I might call you out on some things you might be doing. It might hurt a little bit, and I’m sorry, but you know, it has to be said.

In the last episode, we covered different ways you can get more done without doing more, how to save time, and avoid burnout. We also talked about that never-ending to-do list, which, yes, even I struggle with from time to time. In this episode, we’re going to dive even deeper into this to-do list problem because, spoiler alert, it’s not really the to-do list that’s the issue—it’s how you’re managing it. So we’re going to dive into that, but if you’re new to the podcast, hey, hello! I’m Lucy, and we’re going to dive into all the ways you can get more productive by using intentional strategies that fit your lifestyle and your business.

Why Traditional To-Do Lists Fail

I don’t really agree with everything that’s out there when it comes to productivity. I don’t believe there’s just one productivity strategy that works for everyone. You need to customize and mix different strategies to ensure you’re productive, still getting rest, practicing self-care, and running an efficient business without burning yourself out. So if that sounds like what you’re all about, make sure to follow the podcast so you don’t miss out on any future episodes!

Overwhelm: It’s Not About the Number of Tasks

Alright, let’s get into it. This episode is going to focus on the fact that overwhelm doesn’t actually always come from the number of tasks you have. Yeah, I know—looking at your to-do list can be overwhelming in itself. However, it becomes overwhelming because it’s just one super long list. It’s not categorized, not in any specific order, and there’s no real system behind it—just task after task written down.

So, this overwhelming feeling you get from looking at your to-do list actually comes from the fact that it’s not organized and the tasks aren’t being managed well. We want to help you go from feeling buried under your tasks to feeling empowered and in control of your to-do list.

Reactive vs. Proactive Task Management

Now, let’s talk about the difference between reactive and proactive task management. Reactive task management is basically when you’re running around putting out fires as tasks pop up. This leads to stress and inefficiency. If you feel like you’re always putting out fires, it’s a common problem for business owners. Things will always come up—chaos will arise in your life and business, and it’ll throw you into this cycle of just trying to survive, trying to get things done, instead of being in control.

Setting Up Proactive Systems

You’re letting your tasks control you, rather than the other way around. That’s why we love proactive task management. When you set up systems to handle tasks before they pile up, you’re already thinking ahead. You know what tasks might come up, and you have a plan—and a backup plan—ready for when they do.

For example, let’s say you’re creating a new digital course. If you’re in reactive mode, you’ll start by working on the course and then realize you need to create the lessons, then remember you need to do some research before creating them. Oh, and before you record, you need graphics, and then you need to edit the video. You’re all over the place.

But with proactive task management, you already know what needs to be done. You know you need to record the lessons, edit them, upload them to your hosting platform, and embed the code into your course platform. You’ve already thought through the whole process, so when it’s time to do it, you’re ready.

Proactive Planning Tips

Here’s a tip: Plan your day the night before or first thing in the morning. This works especially well if you already have some task flows in place. Think about what you want to get done, and organize your tasks by priority. Leave some room for flexibility, and know exactly what each task involves. If you’re working on creating a course all week, you already know that Monday is for recording lessons, Tuesday is for editing the transcript, and so on. This proactive approach leads to a clearer mind and more focus.

Task Flows: The Key to Proactive Task Management

I mentioned task flows earlier. A task flow is a system that helps you move tasks through your day with purpose, without overwhelming yourself. It’s like taking your to-do list to the next level. Instead of a long, messy list of tasks, a task flow is an actionable, organized series of steps.

You turn that overwhelming list into one or multiple task flows that are clear, organized, and broken down into smaller steps. This helps you see the bigger picture of what the project involves and allows you to handle it proactively.

How to Create Your Own Task Flow

I want you to take a current project you have and break it down into a task flow with clear stages. Think about what needs to happen first, what comes next, and what could be delegated or automated. Again, go back and listen to the last episode if you need more context on batching, delegating, and automation.

The goal is to make your life easier by breaking everything down into manageable steps. You can use the task flow again and again for that specific task or project.

Shifting to a Proactive Approach

So, if a project comes to mind right now—something that’s been overwhelming you—go ahead and turn it into a task flow. It’ll make things so much easier. The bonus is that it also makes it easier to plan out your week.

I have a course that will guide you through creating your own task flows, so if you’re ready to stop feeling behind and start moving through your tasks with ease, check out Taskflow Magic. This course will show you how to set up systems that work for you and your business—systems that will help you handle tasks and projects in a way that’s efficient, intentional, and repeatable. The link is in the show notes.

The key takeaway from today’s episode is to shift from a reactive to a proactive approach with your tasks and to-do lists. This simple shift can help you feel more in control of your tasks. Start with small steps—this shift in mindset doesn’t have to be perfect. You don’t need to overhaul your entire business, just this simple change can make a huge difference.

Let me know how this resonates with you, and I’ll be back next week for the 100th episode! I’m so excited! I can’t believe we’ve reached 100 episodes. I’m still figuring out what the episode will be about, but it’s going to be special, I promise. Make sure to tune in next week!

Outro

Thank you so much for listening to the Cheerful Productive Chats Podcast with me, Lucy Reyes. To view the full transcript and all the links mentioned in today’s episode, visit cheerstoproductivity.com/podcast. And before you go, make sure you follow or subscribe wherever you’re listening so you’ll be notified when the next productive chat is released. Talk soon and cheers to your productivity and success!